TJXVendors.com User Guide

[Pages:14] User Guide

User Guide

1.1 Overview The Vendor Self Service Web Site, or VSS, is a tool used by TJX vendors to review the payment status of their account(s). By logging on to the web site at , a vendor can review Invoice, Deduction, and Payback Activity with the information current as of the close of business the previous day.

1.2 Accessing VSS To begin using VSS, the user should open their web browser, such as Microsoft Internet Explorer. Once the browser opens, click on the Address Bar. In the address bar, type the URL for the web site, , as seen in the figure below. Figure 1.2 ?1 Internet Explorer Address Bar

After entering the URL, a message box may appear warning the user about the Security Certificate. Should this message box appear, click "Yes" as seen in the figure below.

Figure 1.2 ? 2 Security Alert Message Box

After clicking "Yes" the user should see the log in screen for VSS. At this screen a TJX Merchandise Vendor should enter in their user ID, usually the Vendor Number, and a password. Vendor ID and password information is obtained when the VSS account is initially set up.

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Figure 1.2 ? 3 VSS Login Page

On the main log in page there are several key features. On the left hand side of the page, system announcements will be posted under the "Welcome to !" heading. At the bottom of the page, there are several links. The first link, labeled "Contact Info" will launch a pop up window, Figure 1.2-4, that displays the Vendor Relations phone number for each store chain. The second link will allow the user to access this document, in a PDF format, at any time.

Figure 1.2 ? 4 Contact Info Pop Up

The main feature of the log in page is the log in section itself. The first time a user logs in to the web site, they must change their password. As seen in the screen below, the user should enter the initial password in the first box, and then enter a new password in twice.

Note: Passwords must be between 6 and 10 characters in length containing only letters and numbers. Once a password is used it may not be used again for 9 more logins.

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Note: VSS will prompt the user, after 60 days, to change their password. VSS will render a user's account inactive after three consecutive unsuccessful login attempts. Should this happen, Marmaxx Vendors, HomeGoods and A.J. Wright vendors should call 1-508-390-3407.

Figure 1.2 ? 5 Change Password Page

After clicking the "Change Password" button, the Vendor is ready to use VSS.

Note: If this is the first time a user is logging into VSS, the next screen to appear will be the Preferences screen. This screen is discussed in detail in section 1.3.3.

1.3 Navigating in VSS

Navigation in VSS is handled through the four tabs at the top of each page. The tabs are labeled Selection Criteria, View Invoices, Preferences, and Signout.

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Figure 1.3 ? 1 Navigation Tabs

Each of these tabs will allow the user to perform different operations within the VSS application. In addition to these tabs, both the Contact Info pop up and this User Guide are accessible through the associated links located at the bottom of each page.

1.3.1

Selection Criteria. Clicking on the leftmost tab, Selection Criteria, will load a page with a series of checkboxes and fields. This screen is where the user will determine what invoices will be displayed and what information about those invoices will be displayed.

Figure 1.3.1 ? 1 The Selection Criteria Page

As seen in the figure above, the Selection Criteria page is divided into two portions. The upper portion of the page under the heading "Select your default Invoice Preferences" determines what invoices VSS will search for. The lower section, labeled "Select the Columns You Wish to See" determines what invoice information will be displayed.

The upper portion of the page has four sets of options that can be toggled. The functions are as follows:

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Figure 1.3.1 ? 2 Invoice Criteria Detail

? Chain ? Click the name of the chain to view invoices for just that chain. To select multiple chains, hold down the "Ctrl" key and use your left mouse button to select additional chains.

? Invoice Status ? Click the checkboxes to view Paid, Unpaid, or both types of invoices ? Invoice Dates ? Set the date range for invoices. Click the Calendar Icon to select the date from a pop up

calendar window. See Figure 1.3.1 ? 3 for more information. ? P.O./Invoice Number ? Enter a value in the box to search for specific invoice or PO number, click the

radio button to search for the value as a PO or an Invoice

Note: VSS is driven by the date of Invoice. In the example above an invoice dated 3/01/2005, whether paid or not, would not appear on the View Invoices page. When searching for a P.O. # or Invoice Number, use the Invoice Date Range or the P.O./Invoice Number field or a combination of both. Be sure to check the correct radio button for the correct selection you are looking for.

Figure 1.3.1 ? 3 Calendar Window

Select Month

Select Day

Current Date

To select invoice dates, a user can click the Calendar Icon next to the text box. The window displayed above should appear. Using the links next to the Month, the user can move forward and backward throughout the year to find the correct start month. Once the proper month is selected, clicking on one of the numbered days will set either the From or To field to that date. Notice that the current day is listed in bold red type while all others are in plain type.

The lower portion of the Selection Criteria page allows the user to select what columns they want to see on the View Invoices page. As seen in the figure below, users select which columns to view through a series of checkboxes.

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Figure 1.3.1 - 4 Select Columns Checkboxes

Select the Columns You Wish to See

Pay To

Vendor ID

Chain

Location

P.O. Number

P.O. Terms

Invoice Number

Invoice Date

Invoice Type

Currency

Invoice Amount

Discount Amount

Amount Paid/Authorized

Due Date

Check Date

Check Number

Chargeback

As with the Invoice Criteria section, these checkboxes toggle what the user sees on the View Invoices page. Unlike the Invoice Criteria section, these boxes do not set search parameters for VSS. Checking off these various boxes will display different data about each invoice, chargeback, or payback that VSS locates. Descriptions of each checkbox and its affect are listed in the table below.

1.3.1 ? 1 Column Descriptions

Box Label

Function

Pay To

Displays the Pay To, or Factor

Chain

Displays the applicable Chain, T.J. Maxx or Marshalls

P.O. Number

Displays the P.O. Number

Invoice Number

Displays the Invoice Number

Invoice Type Discount Amount

Displays the Type for a transaction. Types include INV for invoices, VCB for Chargebacks, and PB for Paybacks. Displays the Discount, if any, on a given invoice

Due Date

Displays the Due Date for an Invoice.

Check Number

Displays the Check Number

Vendor ID

Displays the Invoice Vendor Number

Location

Displays the Distribution Center code for each invoice

P.O. Terms

Displays the payment terms from the TJX P.O.

Invoice Date

Displays the Invoice Date

Invoice Amount

Displays the total value or face value of an invoice.

Amount Paid/Unauthorized Displays the amount paid or Invoice Amount less Discounts.

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Check Date Chargeback Currency

Displays the Check Date

Lists the reason a given Chargeback was taken, e.g. Unit Difference Displays the type of currency used, e.g., USD(United States Dollar, CND(Canada)

After setting both portions of the selection criteria, the user must click the "Get Invoices" button at the bottom of the page. Clicking this button will transport the user to the next tab, "View Invoices."

1.3.2 View Invoices There are two versions of this screen, one for individual vendors and the other for factors and holding companies. The functionality is the same on both screens with one exception, which is discussed later.

Figure 1.3.2 ? 1 View Invoices Screen

The data on the View Invoices screen is determined by the parameters set forth on the Selection Criteria page. The screen itself can be divided into three areas, the header, the body, and the footer.

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Figure 1.3.2 ? 2 View Invoice Page Header

The header contains basic vendor and search information. The Invoice Date range, the TJX chain, and invoice status information appear above the column headings. Each of the column headings is a link that when clicked, sorts the entire list of invoices by that particular column. A red arrow indicates which column is being sorted in either ascending or descending order. In the figure 1.3.2 ? 3, the list is sorted in ascending order of P.O. #.

Figure 1.3.2 - 3 Body of View Invoices

The body of the View Invoices page is read only, except for Check #. Here the user can click Check # to view information about that Invoice such as Invoice Number, Invoice Date and Invoice Amount. There are no links in the body of the page where invoice data is displayed.

Figure 1.3.2 - 4 Closer View of the View Invoices Page Footer.

The footer of the View Invoices page contains two parts. Users can click the link, shown here as "Next 25 Invoices" to scroll through the list of transactions. Just above the link, VSS lists how many invoices are in the multi-page list, and which set of invoices are currently being displayed.

Figure 1.3.2 - 5 Factor View Invoice Page with Drop Down

As mentioned previously, Factors and Holding Companies have additional functionality on the View Invoices page. Below the Chain and Invoice Status display a Factor or Holding Company will see a label for

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